Privacy Policy

1. Introduction

Welcome to Joiin Ltd (“Joiin,” “we,” “us,” or “our”). This Privacy Policy explains how we collect, use, disclose, and protect your personal data when you use our financial consolidation and reporting software at app.joiin.co (the “Software”) and visit our website at www.joiin.co (the “Website”). By accessing or using the Software and Website, you agree to the terms of this Privacy Policy. If you do not agree with our policies and practices, please refrain from using the Software and Website.

2. Data Protection Compliance

2.1 Joiin complies with applicable data protection laws, including:

  • The UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
  • The European Union General Data Protection Regulation (GDPR).
  • The California Consumer Privacy Act (CCPA) and other regional regulations where applicable.

2.2 We ensure that your personal data is processed lawfully, fairly, and transparently, and is collected for specified, explicit, and legitimate purposes.

3. Information We Collect

3.1 Information You Provide
We collect information that you provide directly, including:

  • Personal details such as your name, email address, and company name.
  • Financial information: Subscription payment data is securely processed by Stripe. Joiin does not store or directly access your card details.
  • Any other information provided through support inquiries or account settings.

3.2 Information Collected Automatically
We collect certain data automatically when you interact with our Software or Website, including:

  • Technical data such as IP address, browser type, and operating system.
  • Usage data, including interactions with features, preferences, and browsing behaviours.
  • Cookies and tracking technologies to enhance user experience and analyze trends.

4. How We Use Your Information

We use your personal data for the following purposes:

  • To deliver, operate, and maintain the Software and Website.
  • To process payments and manage your subscription (via Stripe).
  • To provide customer support and respond to inquiries.
  • To send service-related and marketing communications.
  • To monitor and analyse usage to improve our services.
  • To personalise advertising based on your activity and preferences.
  • To comply with legal obligations and protect our rights.
  • Unless you request otherwise in writing, we may use your company name and logo in our customer lists, presentations, and other marketing materials to identify you as a customer.

5. Legal Basis for Processing

We process your personal data under the following legal bases:

  • Contractual Obligations: To provide the services you have subscribed to.
  • Legitimate Interests: For improving our services, protecting our rights, and conducting business operations.
  • Consent: For marketing communications and the use of non-essential cookies, where you have explicitly agreed.
  • Legal Obligations: To comply with applicable laws and regulations, such as financial and tax reporting requirements.

6. Data Retention and Deletion

6.1 We retain personal data only for as long as necessary to provide services, comply with legal obligations, or fulfil legitimate business needs.

6.2 Specific retention periods:

  • Trial Accounts: Data is retained for up to 12 months after inactivity.
  • Paid Accounts: Data is retained for up to 12 months after cancellation of the subscription.

6.3 After the 12-month retention period, all customer-provided data (e.g., consolidated reports) will be permanently deleted and cannot be recovered.

6.4 Customers are responsible for exporting any data they wish to retain before the 12-month deletion period ends.

7. Data Sharing and Disclosure

7.1 We do not sell, rent, or trade your personal data. We may share your information with:

  • Service Providers: Trusted third-party vendors, such as Stripe for payment processing and analytics tools.
  • Legal Compliance: Government authorities or legal entities where disclosure is required by law.
  • Business Transfers: In connection with mergers, acquisitions, or the sale of Joiin’s assets.

7.2 Joiin ensures third-party service providers comply with applicable privacy laws and maintain appropriate safeguards.

8. International Data Transfers

8.1 Your personal data may be transferred to and processed in countries outside your jurisdiction, including the UK, EEA, and the United States.

8.2 When transferring data internationally, we ensure appropriate safeguards, such as:

  • Standard Contractual Clauses (SCCs) approved under GDPR for data transfers outside the UK and EEA.
  • Adherence to regional frameworks like the EU-US Data Privacy Framework, where applicable.

9. Cookies and Tracking Technologies

9.1 We use cookies and similar technologies to enhance your experience and analyse usage of the Software and Website.

9.2 Cookie Categories

  • Essential: Necessary for the operation of core functionalities like account login and security.
  • Preferences: Store user settings, such as language preferences or region.
  • Analytics: Gather insights to improve user experience and performance.
  • Marketing: Support personalised advertising and promotions through trusted third-party platforms.

9.3 Marketing Cookies
We may use marketing cookies to deliver relevant advertising based on your activity and preferences. Data shared with third-party platforms (e.g., Google Ads, Facebook Pixel) is anonymised or pseudonymised and handled securely in compliance with privacy laws. Sensitive or financial information is never shared.

9.4 Cookie Management
You can manage your cookie preferences using our cookie consent tool on the Website or Software. Refusing non-essential cookies will not affect core functionality but may impact personalised features.

10. Email Communications

By signing up for a Joiin subscription or trial, you agree to receive email communications from us. These include service-related updates, marketing communications relevant to your business, and (if opted in) product notifications via Beamer. You may opt out of marketing communications at any time by following the unsubscribe link in any marketing email or by contacting us at support@joiin.co. Beamer email notifications are optional and can be managed as described in Section 10.5.

10.2 Service Emails:
Emails related to account management, security, new features or updates necessary to provide the Software are not considered marketing communications and cannot be opted out of while your account is active.

10.3 Marketing Emails:
By agreeing to our Terms of Service upon signing up for a free trial or Joiin subscription, you consent to receive marketing communications from us, including information about promotions.

10.4 Opt-Out Options:
You may opt out of marketing emails at any time by following the unsubscribe link included in the email or contacting us at support@joiin.co.

10.5 Beamer Notifications (Product Updates):
We use Beamer to provide product notifications, including updates, announcements, review requests and improvements, within the Service. You may choose to receive these product notifications via email by opting in through Notifications. These notifications are separate from service emails (as described in Section 10.2) and marketing emails (as described in Section 10.3), although some content may overlap.

By opting in to Beamer email notifications, you agree to receive periodic updates directly to your email. You can manage your Beamer email preferences at any time through your account settings or by contacting us at support@joiin.co. Opting out of Beamer email notifications will not affect your receipt of essential service emails or marketing communications (unless you have separately opted out of marketing emails).

11. Data Security

10.1 We implement technical and organisational measures to safeguard your personal data, including:

  • Encryption of data during transmission and storage.
  • Role-based access controls to limit data access.
  • Regular security assessments to identify and address vulnerabilities.

10.2 While we strive to protect your data, no method of transmission or storage is completely secure. By using our services, you acknowledge this inherent risk.

12. Your Rights

12.1 Depending on your jurisdiction, you may have the following rights:

  • Access: Request a copy of the personal data we hold about you.
  • Correction: Request correction of inaccurate or incomplete data.
  • Deletion: Request deletion of your data, subject to legal obligations.
  • Restriction: Request limited processing of your data.
  • Portability: Request transfer of your data to another service provider.
  • Objection: Object to data processing based on legitimate interests.
  • Opt-Out (CCPA): Decline the sale or sharing of your data for targeted advertising.

12.2 To exercise these rights, contact us at support@joiin.co.

13. Data Breach Notifications

In the event of a data breach, we will notify affected users and relevant authorities promptly, as required by law.

14. Updates to This Policy

We may update this Privacy Policy from time to time. Changes will be communicated via the Website or Software. Your continued use of our services after updates constitutes your acceptance of the revised policy.

15. Contact Us

If you have any questions or concerns about this Privacy Policy, or wish to exercise your data rights, please contact us: